TECHNOFILE
categorise and tag documents automatically , making it easier for administrators to retrieve specific files quickly . This technology can also assist in summarising lengthy documents or extracting key information , saving time and effort in research and analysis tasks .
How AI empowers the EA
Tech guru Tim Stackpool tells Executive PA how a truly significant advancement in AI that will greatly benefit EAs is finally coming to fruition …
THE EXPERT
Tech expert Tim is the technology writer for Executive PA Media . He can be heard on talk radio in Australia and is a tech presenter who speaks at conferences and trade shows about technology ’ s impact on work and lifestyle .
The development of artificial intelligence ( AI ) and ‘ Large Language Models ’ progresses at such a rapid pace that it would be easy to devote every Technofile column to the subject . As you would expect , the likes of Google , Microsoft and Apple all have significant investments in AI , and niche AI providers attach themselves directly to those systems to offer specific-type services . So , it is true to say that advancements certainly offer new possibilities and efficiencies for high-level EAs almost every week . Subsequently , using these AI tools provide support in various tasks , freeing-up time for higher-value projects .
Finally coming to fruition , a truly significant advancement in AI language models is their ability to streamline communication . Chatbots powered by AI handle routine inquiries from clients and colleagues , releasing administrators from repetitive tasks like answering basic questions or scheduling appointments . For example , a virtual assistant integrated into an office ’ s communication system can manage emails , prioritise messages and even draft responses based on learned patterns and preferences . Using this method , an AI can monitor your filing actions , for example , and over time learn to undertake those same actions without your intervention .
AI can also assist in organising and managing information AI-driven document management systems can
Another area where AI can truly excel is in data analysis and reporting Even if you just need to compare supplier quotes , AI algorithms can process large datasets , identify trends and generate insightful reports . This capability is invaluable for EAs who need to source financial data , track expenses or generate performance metrics . AI-powered analytics tools can provide real-time updates and actionable insights , empowering administrators to make informed decisions swiftly .
One emerging opportunity is using AI models to enhance collaboration within teams Virtual collaboration platforms equipped with AI features enable seamless communication , project management , and task delegation . In this case , it can assist in scheduling meetings based on participants ’ availability , as well as suggesting agenda items and even generating meeting minutes . These functionalities , while still requiring a bit of human massaging , can streamline teamwork and ensure that everyone stays informed and on track .
What ’ s next ? While still in the enhancement stage , AI-powered workflow automation tools will soon automate repetitive tasks such as invoice processing , expense approvals and inventory management . This will seriously reduce the incidence of human error , while also accelerating workflow cycles , leading to increased productivity and cost savings for organisations .
It ’ s important to note that while AI technology continues to evolve , it is better ‘ exploited ’ when viewed as a complementary tool , rather than as a replacement for the human touch . As you know , EAs bring invaluable skills such as critical thinking , problem-solving and interpersonal communication that AI cannot replicate . So , think of this tool as being able to handle routine tasks efficiently , while humans focus on strategic initiatives , relationship building , and creative problem-solving .
Ultimately , the advancements in AI language models really do offer tremendous opportunities for professionsl to enhance their effectiveness and efficiency . By leveraging AI tools in communication , information management , data analysis , collaboration , process automation and travel management , EAs can elevate their contributions and add even greater value to their organisation . S
Winter Issue 2024 | Executive PA 31